Chapter 7
How to Submit agenda Items for School Board Meetings
Overview:
Parents don’t always have the power to place items directly on the school board’s agenda, but they can influence what gets discussed. The board’s president or superintendent usually controls the agenda, but many districts have formal procedures for agenda submissions. Knowing the process gives your concerns legitimacy and keeps them from being brushed aside. If a request is approved, it legitimizes the concern and ensures a structured discussion. If a request is denied, alternatives like public comment periods, petitions, and other manner of activism can still amplify the issue. Persistence and community support are key to turning requests into action, as repeated efforts can pressure boards to address issues.
Legal Framework:
There is no uniform federal rule or law for how parents can place items on school board agendas. Instead, the rules are set by state open meetings laws and state education codes, supplemented by local board bylaws. The law ensures public access and transparency, but the board always retains discretion over what appears on the agenda.General Rules (not state-specific):
Advance Notice: Most boards require requests 5–7 days before the meeting so the superintendent or board president can review them.
Relevance: Requests must tie directly to district business (curriculum, budgets, policies). Personal grievances or employment disputes are usually excluded.
Response Time: Boards must acknowledge or act on requests within a reasonable period (sometimes explicitly within 30 days).
Specific States:
California
School boards must allow members of the public to request items “directly related to school district business.”
Boards can decline requests if they decide the matter isn’t relevant or is better handled elsewhere, but they must provide a process for submission.
Governed by the Brown Act (Cal. Gov. Code §§ 54950 et seq.) and Education Code § 35145.5.
New York
Agenda procedures are set by Education Law and board bylaws.
Agendas are typically posted 24–72 hours in advance, and parents must route requests through the superintendent or board chair.
Illinois
Public requests to add items must be “considered,” but the board ultimately controls the agenda.
Boards must allow public comment, even on non-agenda items.
Under the Open Meetings Act (5 ILCS 120/), agendas must be posted 48 hours in advance.
Texas
Sunshine laws require open meetings and public input, but agenda control rests with the board president or superintendent.
Parents may speak during public comment but cannot force an item onto the agenda.
Wisconsin
Parents may request agenda items, but local policy governs acceptance.
What to ask for (at the district level):
Request the district's procedures or forms for submitting agenda items, including any templates, guidelines, or timelines.
Request board policy manual sections on "agenda setting," "board meetings," or "public participation," which outline who can submit (e.g., parents, residents), what qualifies (e.g., district-related issues), and required details like rationale or supporting documents.
Ask about sample forms or examples of past submissions, and seek clarification on appeal processes if denied.
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Understand the procedure. Check the district website or board policy manual for guidelines on agenda submissions. Look under “Board of Education,” “Governance,” or “Meetings.” If unavailable, contact the district clerk, board secretary, or superintendent for details.
Prepare your submission. Draft a concise proposal including the issue, requested action (e.g., policy review), rationale with facts or data, and any supporting materials. Use professional language focused on solutions.
Submit. Send your request to the designated contact (e.g., board president or clerk) via the preferred method (e.g., email, online form, letter) at least 5-7 days in advance or per district rules. Document everything in writing and request confirmation. If no response, follow up in writing.
Build support and collaborate with parent groups, allies, or other affinity groups to endorse your request (in writing to the board, in advance of the meeting).
If added, attend the meeting to speak in support. If not, use public comment and resubmit for future agendas.
What to do after submitting an agenda item:
The way a board handles a submission can reveal whether the process is transparent and lawful, or whether the district is shutting parents out. Careful review of policies, agendas, and board responses helps identify red flags and prepare for next steps.
What to look for in board policies:
Clear guidelines. Policies should spell out deadlines (e.g., requests must be received 72 hours before the agenda is posted), formats (email, form, or written letter), and criteria (items must be “district-related” or within the board’s authority).
Appeal or resubmission process. Check if the policy explains how to appeal a denial or when you may resubmit.
Defined reasons for denial. Legitimate grounds usually include irrelevance, redundancy, or issues outside the board’s jurisdiction.
What to look for when the board responds:
Transparency. Were you given a clear “yes” or “no,” with reasons?
Consistency. Are similar requests treated the same way across different parents or groups?
Red flags. Watch for vague denials (“not appropriate at this time”) without explanation, or shifting rules applied unevenly.
What to look for if your item was accepted:
Where your agenda item is placed matters.
New business: This is usually the main category for fresh proposals that are most likely to be considered and acted upon, in some fashion.
Public requests or community concerns: This indicates the issue came from parents but may or may not be acted upon.
Discussion vs. Action items: A discussion item can be talked about but not voted on; action items are what lead to decisions.
Assess compliance with state law. Confirm that your item (and others) appeared on the agenda with proper notice. For example, in states like Illinois or California, last-minute additions can violate open meetings laws and potentially invalidate board actions.
